2011-12EMS Data VerificationPart 2

April 2012

State and Federal Evaluation Team

State and Federal Evaluation (4/2012) 2

Agenda1.Training Goals

2.Level 2 Reports OverviewPurposeTimeline

3.Network Responsibilities

4.Support Process

5.SEDDAS

6.L2RPT

7.Break

8.Progress Report Structure after proposed changes

9.Progress Report Verification1.Core Subject2.Interdisciplinary

3.Accelerated Courses4.Grade Reporting/ Transcripts5.Attendance

10.UpdatesELA Exempt

1.UYRE2.ELPC3.XAMM

11.Resources

12.Questions and Answers

State and Federal Evaluation (4/2012) 3

Training Goals

• Provide an overview of the new NYSED reporting application L2RPT

• Purpose• Timeline• Support• Resources

• Review EMS Progress Report data verification.

• Prepare CFNs to support key data verification activities and new verification activities

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What is L2RPT?

As of the 2011-12 school year, New York State Education Department (NYSED) is phasing out their New York State Testing and Accountability Reporting Tool (nySTART) site. Many of nySTART critical reports are moving to a new location.

The NYSED Level 2 Reports (L2RPT) is another web-based application that will be used to distribute these reports to schools. L2RPT reflects statewide (Level 2) data in the Student Information Repository System (SIRS) and are designed to help schools verify a variety of demographic, enrollment, program, assessment and graduation data. Users will access this application using a assigned State UserID (SEDDAS).

After the rollout of L2RPT schools will no longer use the ATS L2RP menu to download Level 2 Reports.

State and Federal Evaluation (4/2012) 5

L2RPT Reports

The following reports will be accessible from the Level 2 Reports (L2RPT) Cognos Environment:

• High School Accountability Verification Report (AVR)• Elementary/Middle School Accountability Verification Report (AVR)• High School Total Cohort Report• Tested/Not Tested Report (now broken into reports by subject area)

State and Federal Evaluation (4/2012) 6

Timeline/ Important DatesDate Activity Report

3/15/2012 NYCDOE ELA & Math Test Takers Report available ATS report RETT report available

3/12/2012 – 7/3/2012 REMS available in ATS

3/29/2012 Networks receive their SEDDAS access and L2RPT entitlements

4/2012 – 6/8/2012 3- 8 ELA/Math, 4 and 8 Science,and NYSESLAT Testing NYSTP testing begins

4/17/2012 Principals will be notified in the PWReceive their L2RPT entitlements.

3/18/2012 – 7/9/2012 Review Tested Status for 3-8 ELA and Math exams NYSED Tested not Tested

5/2012 – 8/2012* L2RPT EMS AVR availableL2RPT EMS AVR Verification window opens*Dates are approximate and dependent upon NYSED reporting process.

7/9/2012 REMS and RHSV no longer available. REMS/RHSV

7/13/2012 ** Final day to report any changes in source systems

8/2012 Finalize STARS data for PR Data Pull

** Waiting approval from ATS

State and Federal Evaluation (4/2012) 7

Who gets access?

Users who will receive access:

Network: Network Leader, Accountability, Assessment, Data/Application Support. (identified in ATS function UCFN)

School: Principals identified in Galaxy as Head of School

Network Responsibilities with L2RPT:• Support Principals with sign-on process and L2RPT navigation.• Generate reports for schools if necessary by Principal Request

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What will you get?

New users receive three emails:

•Entitlements – Messaging of L2RPT access

•Username* – SEDDAS userID, normally first name followed by last name• Generic Password* – password assigned by SEDDAS and used to authenticate the account prior to accessing the L2RPT portal. The password expires 14 days after sent date.

If the user has an SEDDAS (State Single Sign-on)account they will only receive the entitlement email.

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What to do next? – Authenticate your SEDDAS AccountSTEP 1: Before signing into L2RPT, the user must authenticate their State Single sign-on account (SEDDAS) account through the NYSED single sign-on portal (http://portal.nysed.gov). This step is required by new users only. For School Principals, their account attributes are the same as the userid/password used to order state assessments. After signing in with the generic password, the user will be asked to change their password*. Password requirements are stated in the SEDDAS password email.

*Note, the NYSED single sign-on portal can be used to reset SEDDAS password when needed. To reset a SEDDAS password a user must know their BEDS Code/ Institution ID.

The Institution code for central users (NYC Chancellor’s office) is: 800000048663

State and Federal Evaluation (4/2012)

What to do next? - Signing into L2RPT

STEP 2: After authentication, the user may sign into the Level 2 Cognos Portal (L2RPT) web application.

https://reports.nycenet.edu/StateL2RPTReports

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The L2RPT application is a web-based and can be accessed from any internet connection. Internet Explorer 8 is the recommended web browser*. Drill down does not work in Safari.

*Note, review the L2RPT Technical requirement page on the L2RPT Wiki and Guide for additional information.

State and Federal Evaluation (4/2012)

Reports available through L2RPT

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NYSED Elementary/Middle Accountability Verification Report – EMS AVR

NYSED NYSTP Tested/Not Tester Confirmation Report – T/NT

State and Federal Evaluation (4/2012) 12

NYSED Elementary/Middle Accountability Verification Report – EMS AVR

Timeline: 6/2012 – 8/2012

What is the report?: The NYSED Elementary/Middle School Accountability Verification Report (EMS AVR), available on the NYSEDs Level 2 Reports (L2RPT) portal, allows schools to verify the accuracy of the student records as they appear in the Student Information Repository System (SIRS) used to determine school and district accountability based on 2011-12 data

What data is in the report?:The report provides verification that the appropriate students, with assessment results and outcomes, are being used to determine whether districts and schools have made adequate yearly progress (AYP) in elementary/ middle level English language arts (ELA), mathematics, and science.

Reports generated after rollover are static, data on the reports cannot be changed.

State and Federal Evaluation (4/2012) 13

NYSED NYSTP Tested/Not Tested Confirmation Report – T/NT

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After NYSTP ELA test administration only the students who took the NYSTP ELA at this school will be coded “Tested” all others will be coded “Not Tested”.

Timeline: 5/18/2012 – 7/13/2012

What is the report?: This is the Level 2 (L2RPT) report that will contain all of the students expected to be tested in a school. Once assessments are uploaded the report will lists for students the appropriate NYSTP assessment, grade/age and, if not tested, the reason why.

What is the data?: This allows schools to verify that all students who met the criteria were correctly reported with the appropriate assessment and the correct relevant assessment record in SIRS.

State and Federal Evaluation (4/2012) 14

NYCDOE REMS and L2RPT Data Refresh CycleData taken from

DOE source systems

Refreshed inREMS/ RHSV (in

ATS)

Refreshed AVRs in L2RPT on … Data entered Monday, Tuesday is reflected the

following Monday on both REMS and L2RPT. Data entered Wednesday (after 5:00 PM), Thursday, Friday will be reflected the second Monday.

Wednesdays The following Monday

Monday Tuesday Wednesday Thursday Friday

June - 25 26 27 28 29

July - 26/27 Refreshed DVR/

AVR

3 4 5 6

97/4 Refreshed AVR

Last DVR

10 11 12 (Last Day for Data

Entry) 13

167/11 Refreshed AVR Only

17 18 19 20

237/13 Refreshed AVR Only

24 25 26 27

30 31 August - 1 2 3

June

201

2 E

nd o

f Yea

r C

alen

dar

State and Federal Evaluation (4/2012) 15

Break

Have any questions?

Write them on a Post-It. Hang the post-in on the wall next to the Smartboard. After the break we will go over your questions.

Thanks!!

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PR Verification ItemsProgress Report Verification

1.Core Pass Rates1.Core Subject/ Core Pass Rate 2.Interdisciplinary3.Grade Reporting4.Accelerated Courses

2.Attendance

State and Federal Evaluation (4/2012)

2011-12 Progress Report Structure after proposed changes

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Grade and Overall Score

High School Readiness

Student Progress

Additional Credit

60 points 16 points

Elementary Schools

Progress, Performance, School Environment, and High School Readiness scores based on comparison to peer schools (75%) and City (25%)

Student Performance

School Environment

15 points

60 points 16 points

K-8 Schools

20 points 15 points 5 points

25 points

60 points 15 points

Middle Schools

20 points 15 points 5 points

New section

State and Federal Evaluation (4/2012)

Proposed New Metrics for Middle School K-8*

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Middle School/K-81. Remove 10 points from Performance section state exam metrics2. Add New High School Readiness section

• High School Credit in 8th grade

• 9th Grade Credit Accumulation3. Add core course pass rates to Performance section,

• English Core Course Pass Rate• Math Core Course Pass Rate• Science Core Course Pass Rate• Social Studies Core Course Pass Rate

*Final metrics described in the 2011-12 PR Final Changes document on the PR public website.

State and Federal Evaluation (4/2012)

Core Course Pass Rate Metrics

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Four separate metrics representing the percentage of students in 6 th through 8th grade who received a passing grade in a full year course in the subjects below. Students who are NYSAA eligible of those who are discharged to transferred between October 31st and June 30th are excluded.

 Subjects: Math Core Passing Rate Science Core Passing Rate English Core Passing Rate Social Studies Core Passing Rate

So that the passing rates reflect rigorous learning, we expect schools to follow the guidance in the grading policy memo for 2011-12 (on the intranet at: http://tinyurl.com/ms-grading-policy):

The Progress Report team will be reviewing course results for 2011-12. In cases where course passing rates are far out of alignment with state exam performance and state exam progress, points may be redistributed from the course metrics to the exam metrics.

State and Federal Evaluation (4/2012)

Core Subject Pass Rates Verification

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Verifying the Course Attributes in STARS:

Custom Report 4.16 – Course ListChoosing option 1 will return all STARS scheduling and grade reporting course code attributes for the year/term signed into.The report will return the following. Items in Red will be used to identify course codes for different reporting purposes.

Course Code Attributes in STARS

•Course Title •Credits •Department •Subject Core •Subject •Instructional Level •Instructional Model •Exam Type

•Grade Avg Factor •Repeat if passed •Variable Credit •Ends In Regents •Exam •Used on Master.

Schools can use STARS Client functions: Add/Modify Course and/or Mass Course Activator to modify course code attributes if needed. Additional reports can be found on the STARS WebPages under Schedule Maintenance Reports such as the Master Schedule Report (Summary) and the Active Course Code.

Attributes should reflect what is appropriate for the course code. Additional information on course code attributes can be found on the STARS wiki Course Code Page.

Core Subject IDCourse DurationExam TypeCourse Type

Instructional LevelEnds in Regents

State and Federal Evaluation (4/2012)

Core Subject Pass Rates Verification

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•Course •Title •Credit•Department Subject•Core Subject•Instructional Level•Instructional Model•Exam Type

•Grade Avg Factor•Repeat if passed •Ends In Regents

Exam•Show On Report •Show Exam •Is Averaged •Has grades

Course Code Attributes in SIF (transcript)

Custom Report 4.16 – Course ListChoosing option 2 will return all STARS Transcript (SIF) course code attributes for the year/term signed into.

This report is best referenced after final grades are submitted. If discrepancies exist, corrections to the course must be made on both the STARS client and Transcript Course Update function located on the STARS WebPagesColumn headings are as follows:

CFN Data/Application TIP: CR 6.16 - Credits earned adjustment: Note: use with caution.This function updates number of credits for a given course and number of credits for all grades received during this school year/term.

To modify courses found on the transcript, schools can use the Course Update function found on the STARS WebPages under Transcript Maintenance-> Functions for the current and previous terms.

Use Custom Report 1.19 to review SIF course code attributes for previous terms/years.

State and Federal Evaluation (4/2012)

Accelerated Course Codes Credit

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Course Name Accelerated

Course Code June

Associated Exam

FRENCH YR 1 FO8FACC FX1FE

LATIN YR1 FO8LACC  FX1LE

SPAN YR 1 FO8SACC  FX1SE

ITAL YR 1 FO8TACC  FX1TE

US HIST HO8UACC  HXZUE

GLOBAL HIST HO8GACC  HXZGE

INT ALG MO8AACC  MXZEE

GEOMETRY YR 1 MO8GACC  MXZGE

LIVING ENV SO8LACC  SXZKE

EARTH SCI SO8EACC  SXZKE

ENG COMP EO8AACC  EXZLE

CFN Data/Application TIP: CR 6.59 Add Standard Courses: This function adds standard courses for selected year/term.Choose option:• 7 - Middle School Accelerated Courses• 8 - New MS January Accelerated Exams 2011• 9 - New MS June Accelerated Exams 2011• 10 - New MS August Accelerated Exams 2011

Exam codes fifth character changes to accommodate for the administration month

Grade eight students shall have the opportunity to take high school courses in mathematics and at least one of the following areas: English, social studies, languages other than English, art, music, career and technical education subjects, or science. Credit is awarded by the middle school and should be accepted by all NYS high schools

The students must pass the course AND corresponding State Regents or Proficiency examination to be awarded credit.

Additional information on scheduling these courses can be found on the STARS Wiki: https://wiki.nycenet.edu/display/HSST/Eighth+Grade+Accelerated+Courses

State and Federal Evaluation (4/2012)

Interdisciplinary Courses

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The use of the STARS Interdisplinary function is to allow schools to schedule the students for a course that is meant to satisfy the requirements of several different courses/subject areas.

Teachers will generate one grade for this course in all marking periods until the course is “expanded” to its “virtual courses” equivalents for final grade reporting purposes. At this time the teacher will assign grades for all courses tied to the original interdisplinary course.

Expansion of courses should happen for the last marking period the course meets. The course marks assigned to the virtual courses is what appears on the students final transcript and should be the marks flagged as “Final” for grade reporting.

State and Federal Evaluation (4/2012)

Final Grades – Transcript Grades

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For grades to appear on the Final Transcript they must be considered “final” on the report card.

STARS allows different ways for schools to “finalize” grades.

During the grading certification, schools should incorporate “when final grades are submitted” in their overall grade reporting calendar. During this time, schools should indicate the courses that need earlier transcription and the ones that are apart of the end of term process. Schools can then verify that these course marks are “final” by using the “Manage Marking Period Grades” function on the webpages or the “EGG – Single File” from the Client.

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AttendanceThe attendance rate includes the attendance days for all students on a school’s register at any point during the regular school year (September through June). The attendance rate is calculated by adding together the total number of days attended by all students and dividing it by the total number of days on register for all students.

Report: RGAR/ RRSA

Generate these reports within the active school year. Only full day •RGAR – Gives you school wide attendance•RRSA – Gives you student level attendance

Make changes to student attendance using the CIND function in ATS

All changes should be made prior to July 1st.

State and Federal Evaluation (4/2012)

ELA Exempt Reminders

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State and Federal Evaluation (4/2012) 27

ELA Exempt - Review

What is ELA Exempt (NYSESLAT Eligible)?

Exemption from 3-8 ELA school accountability* calculations for ELLs…

• Enrolled as of April 1st in US schools^ for less than 12 months (not including April) AND

• Not previously identified as ELA Exempt

*For qualifying students, NYSED will attribute the student's NYSESLAT exam toward the school's participation calculation in lieu of the ELA exam^ Unites States is defined as schools in the 50 States and the District of Columbia and does not include Puerto Rico, the outlying areas or freely associated States.

State and Federal Evaluation (4/2012)

What is ELA Exempt?

Name Change: Previously known as…

• NYSESLAT Eligibility* on DOE & NYSED accountability reports

• 1st Year ELL on NYSED answer documents

Calculation

• Enrollment in US Schools – Months Enrolled Updated (UYRE)

• NYC DOE Enrollment calculated by ATS

• Prior US schools enrollment entered by schools by the HLIS form.

• Total US School enrollment projected to April 1st of 2012

* Will still be called NYSESLAT Eligibility on NYSED Reports

State and Federal Evaluation (4/2012)

ELA Exempt – What to do?Instruct Schools to pay close attention to ‘Pending’ ELLs awaiting Lab-R scanning (ATS LEP Flag “E”) to ensure ELA test participation.

Students may still have a LEP/ELL indictor of “E” because either:1. The LAB-R was not administered2. The LAB-R scores were not uploaded in ATS3. There is an Exam Error for the assessment on XAMM.

Students with a LEP flag of “E” will be highlighted. Students records on UYRE that are:

Blue/Green – Students who are “E” with an indication on the ELPC function that the student is an ELL based on local (school level) LAB-R scoring. These students will be flagged as “ELA exempt” within the UYRE function.

Red – Students who are “E” with either no entry made in ELPC function that the student is NOT an ELL or the based on local (school level) LAB-R scoring. These students will not be flagged as have an “ELA Exempt”.

Review school data entry of USA Enroll.

State and Federal Evaluation (4/2012)

Months Enrolled Update Screen - UYREThis function is designed to collect months enrolled in another USA school as noted on the Home Language Identification Survey (HLIS) for ELLs with less than 48 months of DOE enrollment. Information gathered on this screen will which students qualify for ELA exempt in addition to modified promotion criteria.

Blue/Green – Students who are “E” with an indication on the ELPC function that the student is an ELL based on local (school level) LAB-R scoring. These students will be flagged as “ELA exempt” within the UYRE function.

Red – Students who are “E” with either no entry made in ELPC function that the student is NOT an ELL or the based on local (school level) LAB-R scoring. These students will not be flagged as have an “ELA Exempt”.

State and Federal Evaluation (4/2012)

ELL Parent Choice Update –ELPC

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The purpose of ELPC is for schools to enter/update the ELL Parent Choice Data.

This screen is only open for students whose LEP Flag is either "Y" or "E“.

The first field must be entered. If the answer to the first question is "Y", then the remaining three fields must also be entered.

State and Federal Evaluation (4/2012)

Exam Errors - XAMM

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ATS has been pre-slugging Citywide Exam Answer documents since 1990.

Preslugging the documents reduces the possibility of human error and ensures that exam results will be posted to a student’s exam record. However, errors do occur. Schools should periodically review and correct any exam errors.

The school STAT screen will list the number of exam errors pending. Schools should use the XAMM function to identify these errors (or REXE) and investigate the discrepancy to resolve and remove from the function. Exams listed on this function will not post on the students exam record until verified.

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Resources

Timeline (Upcoming)•Principals receive their access the week of April 16th.

NYCDOE accountability verification will take place prior to the ATS rollover date

City and state accountability data will be pulled on July 13 2012 Most changes are made directly into the source systems (ATS,

SESIS, and/or STARS) and will reflect a week after in a refreshed RHSV/REMS and L2RPT.

STARS Data will be pulled for middle schools in late August for the Progress Report.

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Resources

SFE Intranet Portalhttps://portal.nycenet.edu/Accountability/SchoolPerformance/nclb/data/

ATS Wiki https://wiki.nycenet.edu/display/ATSWiki/

Data Verification Wikihttps://wiki.nycenet.edu/display/DataVerification/Data+Verification+Wiki

L2RPT Wiki https://wiki.nycenet.edu/x/Z4EAAw